What’s new in OpenText Documentum Content Management

Customers trust OpenText^™ Documentum^™ Content Management (CM) to help them ensure their high volume, critical business content is secure, organized, preserved and easily accessible while adhering to privacy and security protocols. Documentum users are also extending the value of their content to the cloud, simplifying access for content creation and collaboration, driving productivity improvements with easy-to-understand and personalized user experiences, all while applying Documentum’s robust governance at every stage of the content lifecycle.

December 2024: What’s new in OpenText Documentum CE 24.4

OpenText Documentum Content Management (CM) CE 24.4 introduces significant enhancements designed to extend the value of your current system by delivering the right functionality to the right users at just the right moment.  The main improvements in this release are listed below:

Delight users with instant access to content using biometric authentication

It does not matter if your users favor an Android or Apple smartphone, they are used to having access instant access using biometrics.  Why should it be any different when they need to access content on-the-go?  Now users can enable login via biometrics using the OpenText Documentum CM Mobile app settings. Biometric authentication provides the following benefits:

• Enhanced security – Biometric authentication uses unique traits (e.g., fingerprints, facial recognition, voice) to enhance security over traditional passwords.
• Convenience – Users no longer need to remember or manage complex passwords, as biometric methods allow quick and effortless access with a simple scan or gesture.
• Personalized experience – Ties access directly to an individual, ensuring a seamless and tailored user experience without the need for additional verification steps.
• Versatility across devices – Support for Apple smartphones and Android smartphones offers a consistent and familiar method across multiple platforms.

Give users an intelligent assistant right at their fingertips

OpenText Content Aviator can now be used to expand the value of your business content and lighten your users’ daily workload in the cloud and off-cloud.  Gone are the days of manually summarizing content, creating detailed bullet lists, tabulating lists, identifying risks or creating draft plans based on content stored in various folders.  The intelligent assistant puts chat-based conversational search right at your employees’ fingertips. With the added ability to run OpenText Documentum CM with OpenText Content Aviator off-cloud, organizations can realize the following benefits:

• Data privacy and security – Keeping GenAI operations on-premises/off-cloud ensures sensitive data remains completely within the organization’s control.
• Offline functionality – On-premises AI systems can operate without internet connectivity, ensuring uninterrupted access in environments with unreliable networks, such as remote facilities or during outages.
• Compliance with industry standards – For industries like finance, healthcare, or government, where regulatory requirements mandate data residency or restrict third-party access, on-premises AI ensures adherence to these rules.

Seamless, consistent protection across both Microsoft® and OpenText Documentum CM environments

The new integration with Microsoft Purview Sensitivity Labels provides an extra layer of information governance, compliance, and security while maintaining seamless collaboration. This will help organizations:

• Streamline document classification – Ensure documents stored in the repository are classified based on organizational policies. This can be completed manually by users or automatically based on metadata, content, or predefined rules.
• Safeguard sensitive content – Protect sensitive content even when downloaded or shared outside OpenText Documentum CM.
• Comprehensive document tracking with Microsoft Purview – Provide detailed tracking of how documents are accessed, modified, or shared within and outside OpenText Documentum CM using Microsoft Purview’s audit capabilities.
• Secure collaboration with Microsoft Teams, SharePoint and OneDrive – Enable secure integration with Microsoft Teams, SharePoint, and OneDrive, allowing users to access and collaborate on OpenText Documentum CM-stored files while maintaining security controls.
• Unified security with Purview Sensitivity Labels – Extend Purview Sensitivity Labels to ensure consistent classification and security policies across all repositories using OpenText Documentum CM in a hybrid environment (on-premises + cloud).

Personalized efficiency for effortless content access

The new OpenText Documentum Smart View features help organizations tailor content effortlessly by providing a more personalized user experience, improved workflow efficiency, and streamlined document management. The following are some of the new features in this release: 

 Various menu improvements (Versions, Renditions, Location, Workflow, and Relations)

• Enhances user experience with more intuitive navigation.
• Increases efficiency by reducing time spent searching for options.
• Improves accessibility to key document-related actions.

View workflows on a per document basis

• Provides better visibility into document-specific workflows.
• Enables faster decision-making with clear workflow tracking.
• Reduces errors by ensuring the correct workflow is followed.

Improvements to iURLs for direct file viewing

• Provides updates to relationship management when creating or importing documents.
• Aids in updating landing page changes.

Filtering improvements

• Doclist (Show or hide folders) – Allows users to customize their view for a more focused workspace and reduces clutter by hiding unnecessary folders.
• Business filters for tasks on workflow overview widget – Helps users quickly find relevant tasks and enhances productivity by streamlining task management.

Caching improvements

• Cache last folder navigation – Saves time by remembering previous locations and reduces the need for repetitive navigation.

Date improvements

• Users can set their on date formatting (Long, short, etc.)  – Provides flexibility based on user preferences and improves clarity in international teams with different date formats.
• Client can show local time zone while server maintains server time zone  – Prevents confusion from time zone differences and ensures accurate time tracking across global teams.

Manual import of rendition to existing documents

• Streamlines the process of updating documents.
• Reduces errors by maintaining accurate document versions.

Visual indicator when a markup exists in IV

• Enhances visibility of document changes or annotations.
• Improves collaboration by ensuring markups aren’t overlooked.

Multi-binder ability in IV (Concatenation of selected documents in the viewer)

• Enables easier document comparison and review.
• Saves time by allowing multiple documents to be viewed as a single entity.

Enhancing integration and real-time interaction using OpenText Documentum CM SDK’s external widgets

The external widget in Smart View facilitates smooth integration with external clients, providing real-time updates and interactions with independent applications. It stays visible on-screen and updates dynamically as users engage with objects. This feature eases the shift from classic to Smart View by supporting the migration of custom dashboards, welcome pages, and app integrations. Using OpenAjaxHub allows customers to repurpose existing integrations for event subscription and publishing, ensuring seamless two-way communication between Smart View and almost any component. This will help organizations:

• Enhanced integration – Works with any JavaScript framework supporting OpenAjaxHub, an open standard.
• Real-time interactivity – Allows Smart View to send and receive events, enabling two-way communication.
• Improved user experience – Keeps widgets accessible and updated without requiring manual refreshes.
• Practical use case – Example implementation with Documentum Reports, where users can trigger client events externally via the “Show Report Templates” button.

Leverage the new OpenText Documentum CM Search off-cloud

The new OpenText Documentum CM Search offers rapid performance tied to compute power, improved search accuracy via a machine-learning engine supporting multiple languages and advanced search types (vector and semantic), a modern web-based admin interface for remote customization, and containerized architecture for cloud scalability, compatible with various file storage integrations like NAS, SAN, CAS, and Cloud-Store/SDS. This will help organizations:

• Improve efficiency and productivity – Lightning-fast, compute-powered search helps employees quickly find documents, cutting search time and boosting productivity.
• Enhance decision-making – Machine-learning engine enhances search relevance with multi-language, vector, and semantic support, aiding accurate, context-driven decisions.
• Save money- Containerized, cloud-optimized architecture cuts costs with scalable integrations (NAS, SAN, CAS, Cloud-Store/SDS), reducing reliance on expensive on-premises hardware.
• Support global accessibility – Supports multiple languages and a web interface, enabling effective search access and collaboration for global teams.

Streamlined business process structures with a fully integrated Microsoft® Teams® owner experience

Gone are the days of relying on IT or Cloud Ops to manipulate complex workflows to meet the changing demands of the organizations, now business power users and administrators can easily:

• Unlock documents
• Cancel checkouts
• Pause a workflow
• Resume a workflow
• Abort a workflow
• Update a workflow supervisor

BOCS: Empowering remote operations with instant, offline access to critical materials

BOCS (Branch Office Caching Services) enables remote offices, such as oil rigs and mines, to instantly access the latest materials like manuals, repair instructions, and safety guides, even without network connectivity. This is achieved through containerization of OpenText Documentum CM Messaging Services (DMS), updates to Smart View and M365 for accessing cached content in BOCS, and providing instructions for BOCS access and off-cloud deployment. A few examples of business benefits are:

• Efficient, scalable deployment across multiple remote locations using Containerization of OpenText Documentum CM Messaging Services (DMS).
• Enables smooth access to cached content and ensures compatibility with existing tools and workflows.
• Reduce setup time and technical challenges for remote deployments by providing clear BOCS access and off-cloud deployment instructions.

Deliver more insightful, actionable data

Through enhanced reporting and dashboards combined with improved usability and customization options, improves usability and provides easy to customize options.  Now available as part of the OpenText Documentum CM X-Plans, the new reporting and dashboards take advantage of the modern capabilities of the Smart View client.  The new administrative toolkit includes templatized reports and dashboards. Reports are powered by templates and configurable Documentum Query Language (DQL) that aid in the creation and delivery of new reports.

August 2024: What’s new in OpenText Documentum CE 24.2

The OpenText Documentum CE 24.2 release includes new capabilities designed to help organizations deliver the power of Documentum throughout their organization in a more personalized manner.

Accelerate content discovery through chat-based conversational search

OpenText™ Content Aviator for Documentum is the intelligent assistant everyone wants because it helps users discover content faster with an interactive chat interface.  Users can quickly understand documents with automated analysis, summaries and translations.  This boosts productivity, efficiency and satisfaction by providing instant access to relevant answers to natural language questions.

Improve search results with the next generation of Documentum Search

The new Documentum Search provides:

• Lightning-fast performance that matches with compute power
• Enhanced search relevance through use of a machine-learning analytic engine that supports different languages, vector & semantic search
• A modern web administrator interface that provides effective tools to make it easier to tailor search experiences remotely
• Containerized for cloud-scale by supporting a variety of popular integrations of file-stores like: NAS, SAN, CAS, and Cloud-Store/SDS

Keep your secrets secret with an extra layer of protection

As hackers become increasingly more aggressive and smarter, Documentum is ready to help customers ensure their sensitive data is protected by creating new ways to manage access to secrets. Now, customers can configure Documentum using mapped vault keys.  By updating the vault secrets are removed from encrypted configurations files, making it even harder to access.  To bring further confidence to this solution, Documentum chose to work with the leader in the industry, HashiCorp Vault, to provide this level of security.  This is a win-win for Documentum customers and a lose-lose for bad actors.

Inspire business power users and managers to take control of their work  

Gone are the days of relying on IT or Cloud Ops to manipulate complex workflows to meet the changing demands of the organizations, now business power users and administrators can easily:

• Unlock documents
• Cancel checkouts
• Pause a workflow
• Resume a workflow
• Abort a workflow
• Update a workflow supervisor

Enhance user productivity working with content stored in Documentum from within Microsoft Teams

• Expose Smart View Search and Advanced Search capabilities to users working from Teams
• Supports all Smart View functionality and menu options, including virtual documents and mass update

Reduce administrative tasks to manage the integration via intelligent automation

• New automation framework for detecting changes to Team membership in Microsoft and synchronizing the Team workspace in Documentum
• When new members are added or deleted – the access to the mapped folder in Documentum is updated

Support existing business process structures

• Team Owners may now choose to create a mapped team workspace in Documentum or select an existing folder/workspace
• Allows Team Owners to easily link existing business process pre-configured folder structures in Documentum as the workspace for a Team

Help your new users navigate the mobile app with a self-paced guided tour

Now OpenText Documentum Smart View mobile users can better understand how to use the mobile app by taking a self-paced guided tour with Documentum coachmarks. Coachmarks play an important role in enhancing user engagement, reducing confusion, and improving user retention rates within mobile applications. The new coachmarks present themselves as green dialogues that coach, or teach, a feature to the users with contextual information or instructions. Coachmarks can be used during onboarding when a user first launches the app. They can be used to help current users discover and understand new features designed to make it easier for the user to stay in the mobile app to complete a complex project.

December 2023: What’s new in OpenText Documentum CE 23.4

OpenText is pleased to introduce OpenText Documentum CE 23.4, which we fondly refer to as ‘One Documentum’ because it brings the  power of Documentum into a single solution that helps organizations realize extended value from their Documentum system by:

• Inspiring collaboration and optimizing processes
• Simplifying deployments and upgrades
• Modernizing licensing 
• Providing end-to-end archival for mature content

Inspiring collaboration and optimizing processes

• The new OpenText™ Extended ECM Documentum™ for Microsoft^® 365 solution connects people, content and tools to keep teams engaged and productive
• Customer-facing teams always have access to real-time data and content to make informed decisions and deliver outstanding service to their valued clients
• Rights-based access and pre-defined business rules enable content stakeholders to view, edit and manage the information they need without navigating multiple systems to locate content in potentially restricted systems or areas
• Users can create content and collaborate in Teams, while remaining focused on the processes and goals managed by ERP, CRM and HCM applications

Simplifying deployments and upgrades

• One-click deployment reduces upgrade time and effort
• Simplified certification matrix takes away the guesswork when upgrading
• Custom or standardized private-cloud plans to leverage Documentum as a cloud service
• Deploy Documentum with your own data centers or other hyperscalers
• Documentum™ Smart View (formerly Documentum™ D2 Smart View) users can quickly resize columns, switch between lists, pinned column and grid modes, all leveraging sticky memory to ensure their personal changes persist until the next time they need to make a change
• Leverage the Documentum Smart View SDK to extend and customize Documentum Smart View
• Migrate custom WebTop applications to Documentum Smart View
• Create similar Webtop customizations in Documentum Smart View
• Move the Classic Custom Dialog plugins with no modification or replication needed
• Define and layout extension/override capabilities of the out-of-the-box Documentum Smart View components

Modernizing licensing

• Move away from the years of license pileup with a new, modern licensing structure that consolidates licenses into a single model number
• The new Documentum X-Plans provides discounted upgrade paths with extended functionality

Providing end-to-end archival for mature content

• Empower external users to perform self-service transactions on secure content from anywhere with the new Documentum External Transactions license
• Ensure all parties are always working on the latest version of the document and can make better decisions faster, reducing the cost to the business.

May 2023: What’s new in OpenText Documentum CE 23.2

With the release of OpenText™ Documentum™ CE 23.2, we’ve made improvements across the platform to enhance the user experience, automate workflows, and ensure compliance. Here’s a glance at a few of the new features in 23.2:  

Augment productivity in D2 Smart View  

• Documentum D2 Smart View users can quickly resize columns, switch between lists, pinned column and grid modes, all leveraging sticky memory to ensure their personal changes persist until the next time they need to make a change. 

Customize the UI to empower and delight users 

• Leverage the Documentum D2 Smart View SDK to extend and customize D2 Smart View. 
• Migrate custom WebTop applications to D2 Smart View. 
• Create similar Webtop customizations in D2 Smart View. 
• Move D2 Classic Custom Dialog plugins with no modification or replication needed. 
• Define and layout extension/override capabilities of the out-of-the-box D2 Smart View components. 

 Engage external users at every step of the process 

• Empower external users to perform self-service transactions on secure content from anywhere with the new Documentum External Transactions license 
• Ensure all parties are always working on the latest version of the document and can make better decisions faster, reducing the cost to the business. 

June 2022: What’s new in OpenText Documentum CE 22.2

With the release of OpenText Documentum CE 22.2, we’ve made improvements across the platform to enhance the user experience, automate workflows, and ensure compliance. Here’s an overview of what’s new in CE 22.2:

Enhance user experiences

Modern work calls for new tools and new ways of thinking about Information Management. The new in-place viewing and Docmerge capabilities of OpenText^™ Documentum^™ D2 help enhance modern work by making it easier for users to complete their work from a single location without the need to switch back and forth between content stored in various locations. Now users can:

• Preview, review and compare document properties and content in a single view
• Adjust the viewing area for the size that best suits the current task
• Quickly compare text on a document from one version to another
• Compare drafts of CAD drawings by toggling between a view of each drawing individually, showing drawings side-by-side or overlaying them with or without differences being contrasted

Automate workflows

OpenText Documentum Advanced Workflow is a new workflow designer that allows organizations to bring the power of OpenText^™ Documentum^™ xCP workflows to the applications of choice without the need for UI composition. This allows the users to remain in the applications they use the most while leveraging advanced workflows for content processing.

 

Enhance compliance with digital signatures

Documentum D2 and D2 Mobile’s holistic integration with OpenText^™ Core Signature ensures compliance by providing an ink-like digital signature as part of any D2 workflow. The signed documents are automatically retrieved back into Documentum where they are stored and logged with the required audit details using pre-configured business rules as required by the governing regulations.

November 2021: What’s new in OpenText Documentum CE 21.4

Update 1: Design and manage workflows

The new web-based Workflow Designer provided with the Documentum Platform can be used for designing and managing D2 workflows. Current Documentum customers can migrate their workflows from Workflow Manager using the migration utility.

Update 2: Access Salesforce information

Documentum’s new integration with Salesforce^® helps accelerate sales cycles by sharing content stored in Documentum directly from the Salesforce user interface. Users avoid miscommunication and improve the customer experience by always leveraging the most current Salesforce information. Organizations can rest assured their content will not be misused, since the content carries with it the enterprise security and compliance standards built into Documentum.

Update 3: Simplify access to lifecycle management

Documentum D2 Smart View users can now apply lifecycle changes to a document in Smart View based on their user privileges. Business rules are consistently and automatically applied to documents as they progress through the various states of the document’s lifecycle.

Update 4: Update en masse

Merger and acquisition activity and drug-status changes for Life Sciences companies are examples of use cases that often require mass updates to be made to documents, folders and virtual documents. To ensure these changes are made consistently and quickly, Documentum D2 updates properties on multiple objects in one action. This includes replacing attributes based on conditions of other fields.

Update 5: Do more when mobile

Documentum D2’s new mobile capabilities include:

• QR code scanning
• Relations management, for creating and viewing relations
• Document lifecycle management
• Viewing and working on checked-out documents via tile landing pages and the hamburger menu of the mobile device
• e-Signature support in key areas such as task processing, lifecycle, versioning, properties and non-credential IDP
• Added security and compliance with e-Sign during task processing, lifecycle management and versioning or editing properties
• Working/supporting files and task notes added directly by clicking on the add button in the app header

Update 6: Easily create an attractive dashboard

Documentum xCP Case Management Framework assists in building Smart Applications. When designing and implementing a mortgage application process, for example, the new tiles and dashboard layout improve interaction and usability, provide better access to data and increase productivity with a modern interface and organized workspace. 

Developers can easily create dashboards with the xCP Tile Layout Widget. Tiles provide interactive links to Data Services or any URL and can also link to common application functionality to create a dashboard menu that enhances the user experience. 

April 2021: What’s new in OpenText Documentum CE 21.2

Update 1: Improve productivity

Authored content with tracked changes is often converted to PDF for submission and approval workflows—but that usually means the record of document modifications is lost. Content Transformation Services now retains comments and tracked changes when Word Documents are converted to PDFs, allowing for complete lossless interaction and change management.

Additionally, Documentum Content Trusted Services can also now burn watermark text into video content for copyright purposes.

Update 2: Enhanced online and offline workflow management

Smart View users can now start workflows and insert their documents into pre-defined business processes. They can find and manage workflows, either their own or workflows started/belonging to others, and then pause, abort or provide an update to the workflow supervisor.

Workflow features extend to the free Documentum D2 Mobile App, where users can continue to work on documents offline, then initiate workflows for approvals and processing once back online.

Update 3: Streamlined Microsoft Teams collaboration

Microsoft Teams users will be delighted with the ability to quickly spin up new Teams through content stored and governed in Documentum. They’ll also have the ability to clean up the Teams space post collaboration by automatically moving all content in the space to Documentum in order to prevent content sprawl.

This new functionality simplifies and streamlines the complete collaboration lifecycle, from creation of a Teams site using content stored and governed in Documentum, through to checking files back into Documentum upon completion of the activity in Teams

November 2020: What’s new in OpenText Documentum CE 20.4

Update 1: Documentum Platform security improvements

Security improvements include mandatory events, to ensure multiple logins and failed login attempts are tracked, especially if they are from different locations. And two-man oversite of audit trails eliminates the risk of accidental or malicious tampering by a super-user.

For customers moving to the cloud, an update calculator is now included with the containerized release to help customers manage the cost and impact of a container update. New certifications include Azure blob storage to help reduce the costs of storing content in Azure.

Update 2: Documentum D2 enhancements

In Documentum D2, we continue to focus on enhancing the Smart View to work more intuitively and across more use cases.

For users, the new in-place viewer provides a seamless way to preview content without having to exit their current working environment.

For Administrators, the D2-Config application can now be used with Google Chrome—a popular feature request from customers.

Documentum D2 Mobile, the free mobile app for Documentum D2 customers, now allows users to scan barcodes for immediate access to the latest information. Workflow tasks can now be accessed from the home screen and can be actioned to speed up workflows.

Update 3: Documentum xCP case management

Documentum xCP CE 20.4 simplifies the development of dynamic, case-management solutions by enhancing the OOTB (Out of the Box) application that stands as the starting point for mapping to specific processes.

The new Case Management Framework assists in building Smart Applications using enhancements in the OOTB starting-point application—including the ability to search custom objects, sort results dynamically, and import task attachments from local file systems. All of which enables faster implementation cycles.